Meeting Minutes > July 2007

Taberna Master Homeowners Association Meeting Minutes:    JULY 10, 2007

 

Bob Costanzo                                President

Bernadette McNulty                      Vice President

Suzanne Forsythe                          Treasurer

Alva Windham                               Acting Secretary

Representatives:

              Terry Smith

              Jim Krise

              Martha Daniels

Board members present:  Bob Costanzo, Bernadette McNulty, Suzanne Forsythe, Terry Smith, Jim Krise, and Martha Daniels.  Alva Windham unable to attend.

Guests:  Jim Wilson and Ron McCausland as Representatives of B&G Committee

 

Meeting called to order at 5:30 PM by President Bob Costanzo.

Minutes to be taken by Suzanne Forsythe

 

Motion made by Suzanne Forsythe to accept the final minutes of June 12, 2007 THOA meeting as submitted; seconded by Bernadette McNulty.  Approved unanimously.

 

BEAUTIFICATION PROJECT:

 

Jim Wilson, with assistance by Ron McCausland, made a cost and design presentation for the proposed enhancement projects for Emmens Rd. and the three entrances.

 

Proposal for the Emmens Road project running approx. 950 feet on the north side of the street (Sellhorn side) included killing the current grass, putting down mulch, and planting of trees and shrubs.  Estimate obtained from Jack Daft, architect, was approx. $18,500, not including killing the grass.  It was suggested that city mulch could be used the first year at a reasonable cost, and in subsequent years hardwood or pine straw dressing could be applied.  The estimate also did not include cost of watering during the first year as there is no irrigation system in that area. 

Suzanne suggested that only a portion of the roadway be considered at first, the rest later.

 

Proposals for enhancement to the two Airport Rd. entry signs and for the entrance sign near the Taberna Way/Geneva Rd. intersection originally showed the current monuments to be expanded to include 3foot wide by 4foot high iron fencing with brick masonry similar to the current front entrance at Rte. 70; and substantial plantings in front of and around the signage.  Cost estimated for the two Airport Rd. signs is $8,200.  B&G had obtained an additional bid, but the result was only slightly less overall.  The Board was informed that a sewer line is very close to the eastern Airport Rd. entrance sign, thus putting a fence over it would be inadvisable.  The entrance sign at Tab.Way/Geneva also is too close to the street to place a fence as proposed.  Upon discussion, it was suggested that the fences be eliminated, and that these areas be enhanced with substantial plantings.  Jim and Ron estimated that this could be done for a maximum of $1,500 each.

 

Proposal for the Front Entrance island on the inside of the railroad tracks:  Past discussions and proposals had put forth a complete overhaul of this island with new plantings and a large

Taberna sign with iron fencing.  Estimated cost is $21,650 which does not include removal of existing plants or soil replacement.  Jim W. and Ron McC. presented the Board with another

Design proposal for this area along with a cost estimate from Reed Landscape.  This proposal included a complete overhaul of the island, but instead of iron fencing, it suggested the use of stacked stone walls with a substantial sign placed upon it, and a detailed planting arrangement consisting of new plants and trees while still incorporating the current three trees.  The cost of this was $20,254, and included everything except the sign and its frame.  This design was favorably met by the Board.  Suzanne mentioned that the stacked stone is reminiscent of the Civil War and could fit in with the Historical Battle site.  In discussion of what signage could be placed on the wall, Jim Krise commented that the front entrance already has two large signs saying ‘Taberna’ as well as the small monument at the intersection.  The addition of another would be redundant.  Suggestion was made to use the Taberna crest instead and was favorably received.  Per Jim W., if and when the two large signs at Route 70 required to come down, it is planned that they be re-built along both sides of Taberna Way on the Taberna side of the railroad tracks.  The Board requested the B&G to investigate the cost and design of the signage using the Taberna crest for the Board’s future consideration.

 

Before further discussion of the disposition of these projects, Bob Costanzo updated the Board and B&G about the new fencing installed by Taberna along the border between Taberna and Sellhorn.  Sellhorn has notified him that the existing barrier fencing is on their property and that Taberna should not have erected and attached the new fencing to their fence without their authorization.  They have demanded that it be removed within 30 days.  Bob is in discussion with their HOA to resolve the situation.  Question arose as to where the Taberna and Sellhorn property lines exist.  Suzanne asked that if the fence belongs to Sellhorn, do they also own the wax myrtles that were planted along it on the side facing Taberna.  The response impacts design enhancements we may wish to make.  Ron McCausland was requested to find out the boundary information for Bob C. before his meeting with Sellhorn.

 

The B&G representatives then left the meeting.

 

TREASURER’s REPORT:

 

Checking account cash at 6/30/07 for Master and Sub-Assns. Totaled $162,313.  Accounts Receivable as of 6/30/07 was $4,323.  All of the Sub-Assns. were fully collected as of 6/30.  The $4,323 is made up mostly of bushhogging invoicing sent out in June.

 

Late fees for 6/30 unpaid accounts are in the process of being mailed to seven property owners.

 

Privacy Issue and placement of liens:

              Per our attorney, Beth Atkins, NC privacy Statutes do not permit publication of debtors information and identities without their permission.  This requires that records of discussion by the Board in the published Minutes of open accounts receivable and lien placement or other legal action due to unpaid debts of property owners must be in general terms so as not to identify such persons specifically.  For legal purposes, a separate file may be maintained by the Board and its Officers and attorney.  Board members and officers may not discuss the identities and specifics of such with anyone outside the Board, officers, and attorney.  How this information is maintained is to be finalized at the next Board meeting.

 

Authorization from the Board to place liens on seven properties for non-payment of assessments was requested by the Treasurer.  Motion was made by Bernadette McNulty to place liens against those seven properties whose accounts remain outstanding at August 1st, 2007.  Motion seconded by Terry Smith.  Motion was unanimously approved.

 

BEAUTIFICATION PROJECT continued:

 

Bob summarized what was presented earlier and suggested that during 2007 we concentrate on the front entrance center island and also decide on a previous B&G request for paving of the parking lot at Denson Park.

 

Suzanne presented an analysis of what has been spent so far in 2007 for both the Beautification Project and in the Landscaping/Mtnce-Misc. budget line items.  The THOA had budgeted $20,000 for Beautification Projects, $7,000 for the architect’s fees, and $12,000 for the Landscaping/Mtnce-Misc. for the year 2007.  As of 7/1/07 the balance remaining unspent in these were $19,145 for the Beautification Projects, $4,278 for the architect’s fees, and approx. $6,622 for the Landscaping/Mtnce-Misc.  Concern was that, if the paving of the entry at Denson Park was authorized there would be no budgeted money left for items the B&G would need to take care of that may occur for the rest of the year.

 

Motion made by Suzanne Forsythe that we stop utilizing the architect for the rest of 2007, obtain a final invoice for his services to date, and reallocate the remaining funds from that part of the budget towards the Projects.  In addition, $1,500 of the Project budget be reallocated to the Landscaping/Mtnce-Misc. budget.  Bernadette McNulty seconded the motion.  Motion passed unanimously.

 

Motion made by Suzanne Forsythe that we accept the Reed proposal for the center island at the front entrance this side of the railroad tracks if he guarantees the plants, both new and transplanted, for one year; and to authorize the B&G to move forward on this project.  Terry Smith seconded the motion.  Motion passed unanimously.

 

Motion made by Bob Costanzo that we accept the proposal for the paving of the parking lot at Denson Park up to a total expenditure of $6,600 and for the B&G to move forward with this project.  Suzanne Forsythe seconded the motion.  Motion passed unanimously.

 

Bob will include in his Prsident’s article in the Tribune the decisions for the Beautification Projects for 2007, and that the Emmens Road and other entrances will be considered as projects in 2008-2009.

 

BOCCE COURT:

Bernadette updated the Board as to the status of the Tribune’s proposed contribution to Taberna of a Bocce Court to be placed in Denson Park.  The Tribune has put this on hold due to the higher than expected costs for its proper installation and upkeep.

 

DEFIBRILLATORS:

Bernadette announced that in talks with the owners of the Taberna Country Club, they have agreed to permit the placement of a defibrillator at the Club.  Possible location would be at the cart entrance near the stairs.  Further discussion as to security and training is needed.  Suzanne reminded the Board that the $1,500-$2,000 cost for one of these was not included in this year’s budget, and that in 2006 it was hoped to have at least one donated to the Assn.  Bernadette suggested that the Tribune may wish to make this contribution and will follow up with them.

 

MEETINGS with the SUB-ASSOCIATIONS:

Bernadette and Martha have not been successful at this time to arrange mutually agreed upon dates for the Board to meet with OTW and Abbington.

 

TRAFFIC LIGHT at Rte. 70:

Bob reported as follow up on request made at prior HOA meeting about making the center lane at Rte 70 exiting Taberna into a second left turn lane.  The City has replied that because of safety concerns for traffic on both sides of the road, a second lane is not feasible.

 

TABERNA TOWNES:

Bob and Bernadette have met with Mitchell Brydge, developer of Taberna Townes.  Our attorney is in the process of finalizing the legal documents regarding this development, and Bob expects completion of these shortly.  Brydge is projecting to begin building a four-unit complex within the next 30-60 days.

 

VIOLATIONS:

Jim reported the following violation investigations for June-July:

              Biel Road:    Report of window air conditioner.  These are not permitted.

              Emmen Rd:  Four properties were reported as being in poor upkeep condition.  It was determined that the properties in question had a fungus problem in their lawns and that a violation did not occur at this time.

              Emmen Rd:  Trampoline was reported as being outside the building envelope.  Inspection showed that the trampoline was within the permitted space.  No violation found.

              Four boat trailers being kept at four locations were reported.  Two were removed and are no longer in violation.  Remaining violations on Horgan and Mellen.

              Neuchatel Rd:  Report of a large boat on the street.  This is to be referred to the City as being a violation of its City code.  (see later paragraph)

              Taberna Way and Ticino Court:  Reports of un-shielded propane tanks.

              Mellen Rd:    Report of unmaintained property with tall weeds, trim hanging off house.

 

              Property/landscaping unkeep is addressed only in general terms in the Covenants and guidelines.  In the past, complainants have usually been referred to the City for these types of circumstances to be remedied.  It is suggested that this be a topic for the next HOA meeting to see what clarification made be made to our guidelines.

 

              NOTE:   Subsequent to the 07/10/07 HOA meeting and upon review of the Protective Covenants, it was found that “No boat, boat trailer, other trailer, camper, recreational vehicle, utility vehicle or truck (to the extent that a truck is rated as a one ton truck or larger) shall be allowed to remain on any street right-of-way or on any common property controlled by the Association (or any other homeowners association within Taberna) overnight unless it is enclosed within a garage that has been constructed in accordance with the provisions of these Protective Covenants, or is parked on an area owned by Declarant or the Association designated specifically for such purpose.”  The above situations referring to boats and boat trailers do come under the HOA Covenant jurisdiction.

 

SOLICITORS:

Bernadette asked whether door-to-door solicitors are permitted in Taberna as there has been some activity of this type recently.  Per City code, solicitors must obtain a license from the City.  If they cannot show their license, they are subject to arrest and fine.

 

COMMUNITY PICNIC:

Suzanne presented a proposal from the Picnic Committee showing what is currently estimated for costs and ticket and contribution receipts.  The 2007 THOA budget includes up to an $800 contribution towards the costs of the events.  The Board is being asked to reconsider this amount and increase it to cover the expected shortfall.  Upon discussion, the Board rejected increasing the THOA contribution at this time with the suggestion that contributions be requested from ECB, our various landscapers, or other contractors.  To encourage their participation, there names could be published on the flyers or Tribune articles as sponsors or contributors.

 

 

The next meeting of the THOA is tentatively set for 5:30PM on Thursday, August 23, 2007.

 

Motion made by Suzanne to adjourn.  Seconded by Terry.  Unanimously agreed.  Meeting adjourned at 7:30PM.

 

Respectfully submitted by:

 

 

 

Suzanne Forsythe, Acting as Secretary